Administrative Procedure 541: Hot Work

Education Act: Section 286 Duties of Supervisory Officers: Supervise Buildings and Property; Ontario Fire Code; FM Global - Hot Work Information Resources

 

Administrative Procedure (AP) 170 School Emergency Procedures; AP410 Environmental Health and Safety; AP570 Property and Facilities Alterations and Maintenance; Form 541A Hot Work Permit; Form 541B Hot Work Warning Sign

1.1 This administrative procedure establishes the necessary safety procedures, notification and follow-up of Hot Work carried out at a specific location within a facility in order to prevent fires.

1.2 This procedure applies to all Avon Maitland District School Board personnel and any contractors retained by the district to perform Hot Work as defined below.

1.3 Hot Work inside buildings will be avoided wherever possible by using non-flaming tools or by moving the work outside. Where practical, work should be done outside of regular school hours.

1.4 Exclusions

1.4.1 This procedure does not apply to tasks performed in rooms specially constructed for the tasks such as science rooms or technology rooms.
1.4.2 This procedure is not for use in work areas considered “Confined Spaces”.

Fire Monitor/Fire Watch is the individual that is responsible for monitoring the work area after Hot Work is completed. They must monitor the work area for two hours to ensure no fire ignition sources exist. Fire Monitors are typically custodians or external contractors.

Hot Work is any work, which generates open flame or produces heat and/or sparks. This can include, but is not limited to brazing, cutting, grinding, soldering, thawing pipes, torch-applied roofing and welding.

Hot Work Permit is a completed tag identifying an area of work and work performed. The permit is completed by the worker and registered with the building supervisor (See Form 541A Hot Work Permit and Form 541B Hot Work Warning Sign).

All personnel assigned to perform hot work shall be fully familiar with this procedure and shall receive appropriate training in the safe and proper use of all required tools and equipment.

4.1 Senior Facilities Manager (as it relates to non-academic activities)

4.1.1 Establish a Hot Work Procedure for use in buildings to minimize the risk of fire and loss in the buildings;
4.1.2 Provide site locations and internal maintenance personnel with Hot Work Permits to be used when performing Hot Work (Form 541A Hot Work Permit);
4.1.3 Provide necessary training for internal maintenance and custodial personnel on the use of the Hot Work Procedures; and,
4.1.4 Maintain a system of monitoring and retention of Hot Work Permits.

4.2 Principal/Supervisor

4.2.1 Ensure that staff members are knowledgeable in the Hot Work Procedure and use of the procedure as intended;
4.2.2 Ensure Hot Work Permits are available at the location and are issued for all Hot Work;
4.2.3 Ensure the follow-up inspections are carried out after the Hot Work is completed; and,
4.2.4 Ensure completed permits are submitted to the Facilities Department, as per 4.4.11 below.

4.3 Fire Monitor

4.3.1 Ensure Hot Work Permits are affixed to the area where work is being performed;
4.3.2 Perform or ensure the performance of the follow-up inspection every 30 minutes for two (2) hours after the work has been completed. Where it is not
practical for the custodian to perform the follow-up inspection, contractors must provide their own fire monitor; and,
4.3.3 Remove and sign off the Hot Work Permit at the completion of the last inspection and notify the Facilities Assistant as described in item 4.5.

4.4 Person Performing Hot Work (Facilities/Contractors/Custodians)

4.4.1 Complete the Hot Work Permit prior to commencing any Hot Work, using Form 541A or the Contractor equivalent.
4.4.2 Contact the Facilities Assistant or designate (519-527-0111 or 1-800-592-5437 ext. 600555) prior to commencing a Hot Work operation to advise of details.
4.4.3 Affix one copy of the Hot Work Permit (Form 541A) and Hot Work Warning Notice (Form 541B) to the area of work.
4.4.4 Notify the Fire Monitor that Hot Work permit is in effect and when the Hot Work is completed, so they can monitor as required.
4.4.5 Clear the area within 35 feet (11 meters) of all flammable and combustible materials that can be relocated, including but not limited to chemicals, gas
cylinders, paper products, etc. Clean the area before beginning work.
4.4.6 Cover all floor and wall openings to prevent possible flame spreading in walls or between floors.

4.4.7 If the possibility exists of fire travelling out of the line of sight of the person performing the Hot Work (for e.g. inside a wall, between rooms and floors),
arrange for a second person to observe the Hot Work as it is undertaken.
4.4.8 Cover all combustible materials in the area of work that cannot be relocated.
4.4.9 Locate a fire extinguisher in the area of work and the nearest fire alarm pull station.
4.4.10 Remain present in the work area thirty (30) minutes after completion of the work to ensure that there are no hot spots, smoke or other indications that a
possible fire is present, before passing over to the Fire Monitor.
4.4.11 IMPORTANT!! Ensure that the completed and closed Hot Work permit is submitted to the Facilities Assistant or designate.
4.4.12 Depart from the site, removing all work materials and debris.
4.4.13 For larger construction/roofing/repair projects, there are additional guidelines to be followed as outlined in the Architects Specifications.

4.5 Facilities Assistant (519-527-0111 or 1-800-592-5437 ext. 600555)

4.5.1 Upon receiving a communication from facilities/contractor/custodial personnel that Hot Work is to be done, the Facilities Assistant will record in the Hot Work Service Log the details of the work being performed.
4.5.2 Ensure that the closed Hot Work Permit is received and recorded in the Hot Work Service Log, as well as filing the paper copy.

No work shall commence under any circumstances until the Facilities Assistant (or designate) has been notified and the availability of appropriate fire extinguishers on site
has been explicitly confirmed.